Although the Sales Import process is most commonly used when entering orders, invoices, or commission payments, there may be times when they are sent from a manufacturer (one at a time) via fax, email, or mail.  

There are a couple of data entry options for you to consider when this happens:

1. Quick Add 
2. New Orders, New Invoice, or New Payments forms  

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Your decision to use one or the other option depends on whether you want to capture just the total sales and commission amounts or if you want to capture the line item details.

Quick add is designed to manually add orders, sales, and/or commission totals fast and easy.  
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Sales and commission tracking is one of the major reasons rep firms use MRSware.   For those who are entering commissions from a Commission report, the tracking process used to take two steps - entering invoice data into Invoice Entry, and then reconciling commissions in Payment Entry.  MRSweb simplifies this process to a single import.

MRSweb Orders

Orders can be found under the Sales menu in MRSweb.  Orders are entered in MRSweb once the manufacturer acknowledges the receipt of the purchase order from the customer. 

​If the order acknowledgements are received from the manufacturer in a spreadsheet you can import the orders using MRSweb's Sales Import.  If they are received from the manufacturer via email (one at a time), fax, or paper, you can manually enter them into Orders.
 

Sales Imports - Orders, Invoices, Payments

From the beginning you've always been able to import files into MRSware - contacts and commission statements.  Now, only in MRSweb, you are able to perform multi-stage imports, starting with daily/weekly order acknowledgement reports, followed by weekly sales/shipping reports, followed by monthly invoice and payment reports. 

i  Any of these reports are optional -- you could import the first and last, skipping the middle, and still have a complete picture of the process.  Likewise, you can skip right to the end and just import the Commission Statement to track payments across multiple lines.  And, of course, each manufacturer will send you different combinations of these reports, so each line could have any or all of these that are imported as they are received.

Let's take a look at the process for importing these reports.
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During the Sales Import process you may find that some of the line items don't import correctly.  You have a couple of choices on how to handle these situations:
1 - Save the sales import items for later import
OR
2 - Re-run the import file.

If you choose to re-run the import file, you will make the necessary changes and then move the selected items back to Sales Import and re-run the items through the Sales Importer.  

There may be times when you have started to do a Sales Import and want to save a it for completion at a later date, without having to remove it and start again.  For example, in the file you've just imported, you notice:

• some new customers and you want to first import them to Customers list and assign a Sales Rep to each new customer
• some new product items and you want to first import them to the Product Catalog 
• pricing inconsistencies and you want to verify the correct prices
• an incorrect commission rate which you want to check on
• some incorrect quantities and you want to double check the original orders 

Basically any time you notice something that doesn't look right or you want to take other action first, you can save the entire import, or just some of the entries for completion at another time.

When you hire a sales rep (for example, Diego Vega), you create a new MRSware User, and enable the sales rep in Sales Rep Management.  Diego moves to another part of the country, so you disable him as a User and disable his entry in Sales Rep Management.  A year later, Diego moves back and you re-hire him.  You once again set Diego up as a MRSware User and re-enable him in Sales Rep Management.

Here are the steps to re-enable a sales rep in Sales Rep Management:

​Commission Rules provides a list of default commission rules that are applied during imports - order reports, shipping reports, or invoice reports/commission statements.

The default commission rules may be applied by:

• manufacturer
• sales rep/territory
• sales rep commission split
• customer
• item number
• item type

The commission rules may include 1 or more of the above criteria.
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In MRSweb, you can sort and filter in tables to see your data in a variety of ways.  Sorting data makes it easier to see and review the data displayed.  Filtering data separates out the unwanted information, hiding the information that doesn't meet your filter criteria.

When you want to edit a current Sales Rep or Territory, go to "Sales Reps" under the Contacts menu.

When you want to add a new sales rep or territory, go to "Sales Reps", found under the Contacts menu.
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In MRSware desktop you can have multiple invoices associated with a single order.

Here's how to enter partial shipments in MRSware's Invoice Entry:​

First enter the order in Invoice Entry:

​1 - Go to Invoice Entry

2 - On the Menu bar, click on "New"

3 - In the Add invoice dialog:
 - enter the Manufacturer's name in the Principal field
 - enter the Customer name in the Customer field

 The Account number, the Sales Rep, and the Sold To and Ship To information will automatically populate, if the customer is already in the system.

4 - Enter the Customer Purchase Order number in the PO # field and the date

5 - Enter a temporary Invoice number in the Invoice # field and the date (In our example we used the Customer's PO # with "Pending" preceding it.  This makes it easier to spot an order the Invoice entry field) 

6 - Uncheck the "Skip Line items" box

7 - Enter the Line items

​8 - Click "Save and Close"

There are several reasons for having duplicate Account numbers in MRSware:

• The manufacturer uses the same account number for a company with multiple branches with a central billing location,
• One customer appears in the Customer listing twice, each with a different account number,
• A second Account number was entered for the same Customer in error,
• The Manufacturer updates their system and changes Account Number formats over time.

In the case of the first, multiple locations, you may want to add another identifier to the Account number to indicate location -- creating unique numbers in your system for each branch and rep assigned.  In the case of the second, duplicate Customers, you can use the Remove Duplicates tool to merge the two Companies showing in the Customer listing.  You will do this in Companies.

If it's the third or fourth cases, where there is either an incorrect or old number in the system that you no longer want to see, you have the option of removing the duplicate Account number.  The Remove Duplicate Account Numbers function makes it quick and easy to reassign all related information in the system to the correct/current Account Number and get rid of the old one...  **Please use caution with this tool, because once an Account number is removed, it CANNOT be undone, it is gone.

Here's how to remove duplicate Account numbers:

When disaster strikes, your Disaster Plan kicks in.  Depending on the type of disaster, you may have to add or change your employee's responsibilities.  If you are adding duties for one person you will want to give them permission to access other areas in MRSware.  If you are eliminating an employee you will definitely want to disable their permissions so they cannot access your data.


MRSware has extensive permissions which you can change whenever needed.  To access permissions:

1. On the menu bar, click on "Go To -> System Administration"

Here's a great post* on MRSware's many different types of permissions and how to adjust them.


* This post is available only to System Administrators.

There are certain areas in MRSware where it makes sense to use industry specific words or terms that are used by your company rather than generic terms.  In Opportunity Tracking there are three places to customize MRSware for your company - Type, Opportunity Phase, and Close Reason.
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Each of these areas have drop down menus that you can add to, edit, or delete from. ​

​! Be careful when deleting  as the deletion may affect more than a single opportunity.

​A key way to work with and import/export data with external systems is by using spreadsheets, the most universal format of which is CSV (comma separated values).  All spreadsheet programs work with CSV files, as do most programs you might work with, including financial, faxing, bulk mailing, label makers, mapping, etc.

This report is a list of Students for a selectable Class.  It is meant to be run in Excel format, and is typically used for various document merge tasks at MRERF.


Special Fields

• Discount is entered as a Student Payment dated "1/1/YYYY", where "YYYY" represents the year of the Course Term.  Any payment entered on the 1st day of the new year will be considered a discount for this report.  Enter it as a positive number, e.g. $discount + $payment(s) = $course tuition.
  
  
• Member/Non-Member designation is controlled by a Student Categories, "Member" and "Non-Member".  If neither category is selected for a student, the default is "Member".
  
  
• Student Tuition is either the Class Tuition (for Members) or the Term Tuition (for Non-Members) as controlled by selecting the appropriate category.

Renamed Fields
This report contains special fields that are derived from various places in the system.  Following is a description of these fields and how to enter the data in MRSware to appear correctly on the report.

• Certificate Name is the First Name of the Student
• Badge is from the Contact's Salutation field found on their contact card
• Designation is the Name Suffix from the contact card
• Deferred is entered as an Additional Information field with the Description "Deferred"
• Association is a Contact Category that starts with the label "Assoc:"
• Study Group is the Student Number field

Non-special Fields
These are the regular fields on the report, taken from their corresponding spots in MRSware.  No special entry technique is needed for these.

• [blank] column to enter the Study Group
• Business Email
• Middle is the Middle Name
• Last Name
• Company Name
• Address from Business Street1
• State from Business State
• City from Business City
• Zip from Business Zip
• Business Phone
• Mobile Phone
• Total Paid from the sum of the Students Payments for the Course Term
• Balance Due calculated by subtracting the Total Paid from the Tuition

Example Entries for Special Fields
These screenshots show the fields being used from the contact card on the report, compare the names with the list of Special Fields noted above.
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​The Project Printout report -- a report that is run for an individual Project, summarizing that entry and its linked items -- can optionally include some totals from those linked items.  Total costs vs. revenue, and the deal close rate give valuable insight to the profitability of a project.

http://filter.mrsware.net/

The Spam Filter Portal is a pre-deliver filtering mechanism designed to substantially reduce the amount of spam that are delivered to each Users' Spam folder in MRSware.  The filtering portal works by holding message identified as bulk spam, from know spam senders, offensive content, malicious content and a number of other criteria.  It holds those in the Spam Filter Portal before they are actually delivered to individual Users' Mailboxes in the MRSware system.
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If spam filtering was 100% accurate, we could just delete those messages and be done with it.  However, it is not 100% and thus Users need a way to look for and recover messages that were held by mistake.  This task is assigned to 1 person at each company, who has access to the Portal and can "Release" a message for normal deliver when found to be caught in error.

A View file for Data Analysis is a saved arrangements of columns, sort, expansion, filters, etc.  This allows one User to create a favorite and useful view, then share it with the rest of the company. ​

​Bulletins are a new feature introduced with MRSweb, and its a great way to inform your users/colleagues/reps of important company wide information whilst they are out and about. Bulletins are displayed on the Home screen for all users to view, whenever they login to MRSweb or return to their Home screen.

Q: How do I make it so a disabled User can no longer access email and MRSware information?  Since he is a remote salesman who has MRSware on his phone and computers.

A:  To disable his MRSware login, go to "Users" in System Administration, right-click on his name and select "Disable".  That both prevents login and removes it from billing. 
 
If you are going to keep the Mailbox, but don't want him to login via phone/tablet, change the mailbox password.

​Go to the Mailboxes list in System Administration, right-click on his mailbox and select "Set Password".  It doesn't matter what you set it to since this is only for remote access, which you are effectively disabling by setting the password to something random.

Data Analysis is my preferred choice for reporting in MRSware.  With Data Analysis you can manipulate the table with the data by sorting, filtering, using pre-set calculations, and even adding custom calculations to the columns.  
Once you have taken the time to get your report exactly the way you want it, you can save the view so next time you open Data Analysis, you don't have to move the various dimensions around to get it back to your preferred view.

The Customer Touch Points vs Sales Dollars report gives us an insight into the different ways in which Users can link contacts and companies in the system.  In our various Activity lists in the system, the system automatically rolls-up activities from the individual level to the company level, so that the Company Activity list shows all items that were directly linked to the company as well as those that were linked to individuals at the company. This roll-up provides an easy way to see an overview of everything going on within the company.
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